General
privacy policy

This section of the Privacy Policy applies to Temporary Workers.

Temporary Workers include someone who becomes employed or engaged by Hays for the purposes of undertaking temporary work for a Client or other Hays group company. If you are a Temporary Worker, we will also continue to process your personal data as a Candidate throughout the duration of your temporary work assignment and thereafter, in accordance with the terms of this Privacy Policy. The question of whether and the extent to which the Recruits Privacy Policy and the Staff Privacy Policy apply to you as a Temporary Worker depends on local law requirements. For more information in relation to your jurisdiction, please click here. Temp Relationship means our contractual relationship with Temporary Workers while they are employed or engaged directly by us.

What kind of personal information do we collect?

If we employ or engage you as a Temporary Worker directly, we will, depending on the relevant circumstances and applicable local laws and requirements, collect some or all of the information listed below (in addition to the data collected about Candidates) in order to ensure that our Temp Relationship runs smoothly and that we are able to comply with our contractual and other duties to each other, and to our Clients, as part of our Temp Relationship and our duties to third parties such as tax authorities and government agencies. In some jurisdictions, we are restricted from processing some of the data outlined below. In such cases, we will only process the data in those jurisdictions to the extent and under the circumstances permitted by law:

• Temporary worker information
  • Staff number/social security number/other identifier;
  • Location of your workplace at the Client;
  • Details of any complaints, whether brought by or against you or in which you are or have been otherwise involved; 
  • Details of any leave you take or request during our Temp Relationship;
  • Details of travel undertaken;
  • Details of resident/work permit; 
  • Where applicable:
    • Details of any grievance or disciplinary matters, whether brought by or against you or in which you are or have been otherwise involved; and 
    • Information about your performance in your role during our Temp Relationship, including details of any bonuses or promotions you receive performance assessments and other information that relates to your employment, your interaction with colleagues and employment-related issues that arise; and
• Special category information
  • Details of any sickness absence including health-related information.

Please note that the above list of categories of personal data we collect is not exhaustive.

A number of elements of the items listed above are required to enable us to fulfil our contractual duties to you or to others. Some, for example your social security number (or equivalent) are required by statute or other laws. Other items may simply be needed to ensure that our Temp Relationship can run smoothly, or to run our business.

Depending on the type of personal data in question and the grounds on which we may be processing it, should you decline to provide us with such data, we may not be able to fulfil our contractual requirements or, in extreme cases, may not be able to continue with our Temp Relationship.

How do we collect you personal data?

If we employ or engage you as a Temporary Worker directly, we collect your data (in addition to the data already collected about Candidates) in the following ways:

• Personal data that you give to us; and
• Personal data that we receive from other sources.

Below are some more details about each of these methods.

Personal data you give to us

Hays needs to know certain information about you in order to fulfil our obligations to you, to ensure that you are properly fulfilling your obligations to us, and to ensure that we are both fulfilling our obligations to others. This information will enable us to operate a usual Temp Relationship, along with all that entails. 

There are numerous ways that you can share your information with us in addition to the information you share as a Candidate. Where appropriate and in accordance with any local laws and requirements, these may include:

• when you complete registration forms at the beginning of our Temp Relationship; or
• in meetings or communications with your consultant, our HR team or other colleagues.

The types of information that we receive from you in this way include:

• Temporary worker information; and
• Special category information, 

as described in the section entitled “What Kind of Personal Information Do We Collect?” above.

Personal data we receive from other sources

We also receive personal data about you from other sources. Depending on the relevant circumstances and applicable local laws and requirements, these may include personal data received in the following situations:

• if you were referred to us through a recruitment agency or other work agencies, they may have shared personal information about you with us;
• information obtained about you from third party service providers who undertook background checks about you on our behalf at the start of our Temp Relationship;
• your colleagues may share personal information about you with us;
• medical professionals may (in appropriate and limited circumstances) share personal information about you with us;
• your pension and benefits providers may share relevant personal information about you with us; and
• other third parties like your local tax authority may share your personal data with us.

The types of information that we receive about you in this way include:

• Temporary worker information; and
• Special category information,

as described in the section entitled “What Kind of Personal Information Do We Collect?” above.

How do we use your personal data?

If we employ or engage you as a Temporary Worker directly, we use your data for the following purposes:

• To ensure the smooth running of our Temp Relationship, including all of the activities that need to be undertaken in a usual relationship of that type, such as:
  • facilitating payroll and invoicing processes, if relevant to your jurisdiction;
  • determining the terms on which you work during your Temp Relationship;
  • keeping a record of any promotions, salary rises or bonuses you are awarded; and 
• Assessing your performance.

Some more detailed information about the way in which your data is processed can be found in the Recruits Privacy Policy. For example, during the on-boarding process with Hays, Temporary Workers will be treated in a similar way as recruits for Hays roles and their personal data during the recruitment process for such roles will be processed in the ways described in the Recruits Privacy Policy. Depending on the applicable local laws, we appreciate that you are not a 'Recruit' in the sense of that Policy but given that we use the data in a similar way, for the same purposes, we thought you wouldn’t mind having a quick look at that policy if you were interested in a greater level of detail.

The question of whether and the extent to which the Recruits Privacy Policy and the Staff Privacy Policy apply to you as a Temporary Worker depends on local law requirements. For more information in relation to your jurisdiction, please click here.

Temp Relationship Activities

• We've listed below various ways in which we will use and process your personal data in connection with our Temp Relationship, where appropriate and in accordance with any local laws and requirements. Please note that this list is not exhaustive.
• In most cases, we will use your personal data for the purposes below if it is necessary for us to carry out our obligations under a contract that we have entered into with you or if we deem it necessary to do so for our legitimate interests. 
• Article 6(1)(b) of the GDPR says that we can process your data where it “is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract.”
• Article 6(1)(f) of the GDPR says that we can process your data where it “is necessary for the purposes of the legitimate interests pursued by us or by a third party, except where such interests are overridden by the interests or fundamental rights or freedoms of you which require protection of personal data.”
• We don't think that any of the activities in relation to which we rely on the legitimate interests condition prejudice Temporary Workers in any way – in fact, they help us to offer you a more tailored, efficient service. However, you do have the right to object to us processing your personal data on this basis. If you would like to know more about how to do so, please refer to the section entitled “How can you access, amend or take back the personal data that you have given to us” in the General Privacy Information section of this Privacy Policy. 
• When we process your information for recruitment activities based on your consent, you have the right to withdraw your consent at any time without affecting the lawfulness of processing based on such consent before the consent is withdrawn. You can find out more about how to do so by referring to the section entitled “How can you access, amend or take back the personal data that you have given to us” in the General Privacy Information section of this Privacy Policy.
• Please note that in certain of the jurisdictions in which we operate, we comply with additional local law requirements. For more information in relation to your jurisdiction, please click here.

Sharing of data

• If we employ or engage you directly as a Temporary Worker, we may share your personal data with a number of additional parties in order to ensure the smooth running of our Temp Relationship. For example, we may share your personal data with appropriate colleagues within Hays (this may include colleagues in overseas offices), with a Client and, if appropriate, medical professionals such as your GP or an occupational health specialist (for instance, for the purpose of any work adjustment assessments if applicable). 
• We will generally rely on the same legal bases referred to in the section addressing Temp Relationship Activities above depending on the context. 
• If you would like to see a full list of who we will share your personal data with, please refer to the section entitled “Who do we share your personal data with” in the General Privacy Information section of this Privacy Policy. 
• Please note that in certain of the jurisdictions in which we operate, we comply with additional local law requirements. For more information in relation to your jurisdiction, please click here.

This section of the Privacy Policy applies to Clients.

Clients include our customers, clients, and others to whom Hays provides services in the course of its business or whom Hays reasonably considers would be interested in our services. In certain circumstances, Hays provides services to individual employees who work for Client organisations, such as training courses to teaching staff who work for Clients in the education sector. Please note that in this context, Hays requires Clients to communicate the relevant parts of this Privacy Policy (namely the sections directed at Clients, Visitors and Website Users) to their employees.

What kind of personal information do we collect?

So you're looking for a bit more insight into what data we collect about you? Here's a more detailed look at the sorts of information that we will collect. The information described below is, of course, in addition to any personal data we are required by law to process in any given situation.

The data we collect about Clients is actually very limited. We generally only need to have your contact details or the details of individual contacts at your organisation to enable us to ensure that we can reach out to you about our services, ensure our relationship runs smoothly and in certain circumstances, provide services to your employees. We also hold information relating to your online engagement with Candidate profiles and other material published by Hays, which we use to ensure that our marketing communications to you are relevant and timely. We may also hold extra information that someone in your organisation has chosen to tell us. In certain circumstances, such as when you engage with our Finance and Debt Recovery teams, our calls with you may be recorded, depending on the applicable local laws and requirements. If we need any additional personal data for any reason, we will let you know:

• Key identification and contact information 

• About yourself or individual contacts at your organisation, including:
  • Names;
  • Job titles;
  • Telephone numbers
  • Email addresses;
• Automatically collected information
  • Information relating to your online engagement with Candidate profiles;
  • Information relating to your online engagement with other material published by Hays;
  • IP address;
  • Extra Usage information that you choose to tell us; including the dates, times and frequency with which you access our services;
  • User choices (e.g. marketing preferences);
  • User reports;
  • Log and troubleshooting information;
  • Device information when you install, access or use our services;
  • Website browsing data e.g. pages viewed (limited to Hays websites);
  • Email engagement with Hays;
  • Location information (inferred from jobs, IP address, application history or system stored data);
  • Account access information (e.g. PIN numbers for account verification purposes);
• Information that others provide about you

  • Extra information that our Candidates may tell us about you, or that we find from other third party sources; and

• Additional information that you choose to tell us

  • Extra information that you or someone in your organisation has chosen to tell us, including when corresponding with us via email or otherwise.

Please note that the above list of categories of personal data we collect is not exhaustive.

To the extent that you access our website or click through any links in an email or text message from us, we will also collect certain data from you. If you would like more information about this, please refer to the Context-Specific section of this Privacy Policy that applies to Website Users.

How do we collect your personal data?

We collect Client personal data in the following ways:

• Personal data that we receive from you;
• Personal data that we collect or receive from other sources; and
• Personal data that we collect automatically.

Personal data that we receive directly from you

• We both share the same goal – to make sure that you have the best staff for and at your organisation. We will receive data directly from you in two ways:
  • Where you contact us proactively, usually by phone or email; and/or 
  • Where we contact you, either by phone or email, or through our consultants' business development activities more generally. 
• The types of information that we receive from you in this way include:
  • Key identification and contact information; and
  • Additional information that you choose to tell us,

as described in the section entitled “What Kind of Personal Information Do We Collect?” above.

Personal data we receive from other sources

• Where appropriate and in accordance with any local laws and requirements, we will seek more information about you or your colleagues from other sources generally by way of due diligence or other market intelligence: 
  • From third party market research and by analysing online and offline media (which we will do ourselves or employ other organisations to do for us); 
  • From reputable vendors of business-to-business data lists to the extent we are able to use such data from such sources in compliance with the GDPR;
  • From delegate lists at relevant events; and
  • From other limited sources and third parties, for example, from our Candidates to the extent that they provide us with your details to act as a referee for them or where they give feedback on a particular assignment. 
• The types of information that we receive about you in this way may include information that others provide about you as described in the section entitled “What Kind of Personal Information Do We Collect?” above.

Personal data we collect via our website or through links and emails

• To the extent that you access our website or read or click on an email or text message from us, where appropriate and in accordance with any local laws and requirements, we will also collect your data automatically or through you providing it to us. For more information, please refer to the Context-Specific section of this Privacy Policy that applies to Website Users.
• The types of information that we collect about you in this way include the automatically collected information as described in the section entitled “What Kind of Personal Information Do We Collect?” above.

How do we use your personal data?

We use Client information for:

• Providing our services;
• Marketing Activities; and
• To help us to establish, exercise or defend legal claims.

Providing our services

• Our services broadly consist of: (i) providing you with Candidates; (ii) RPO services; (iii) MSP programmes; and (iv) consultancy and advisory services. We've listed below the various ways in which we use your data in order to facilitate this. 
• We also provide services to your employees such as training courses to teaching staff who work for our Clients in the education sector, which will require us to use their personal data in order to grant them access to these services. 
• In most cases, we will use your personal data for the purposes below if we deem it necessary to do so for our legitimate interests. 
• Article 6(1)(f) of the GDPR says that we can process your data where it “is necessary for the purposes of the legitimate interests pursued by us or by a third party, except where such interests are overridden by the interests or fundamental rights or freedoms of you which require protection of personal data.”
• We don't think that any of the activities in relation to which we rely on the legitimate interests condition prejudice Clients in any way. However, you do have the right to object to us processing your personal data on this basis. If you would like to know more about how to do so, please refer to the section entitled “How can you access, amend or take back the personal data that you have given to us” in the General Privacy Information section of this Privacy Policy.
• Please note that in certain jurisdictions in which we operate, we comply with additional local law requirements. For more information in relation to your jurisdiction, please click here.

Marketing activities

• Subject to any applicable local laws and requirements, we will not, as a matter of course, seek your consent when sending marketing materials such as our Global Skills Index to a corporate postal or email address.
• If you are not happy about this, you have the right to opt out of receiving marketing materials from us and can find out more about how to do so by referring to the section entitled “How can you access, amend or take back the personal data that you have given to us” in the General Privacy Information section of this Privacy Policy.
• Please note that in certain of the jurisdictions in which we operate, we comply with additional local law requirements regarding marketing activities. For more information in relation to your jurisdiction, please click here.

Profiling, algorithms and automated decision making

• Profiling is a type of processing activity which enables us better to understand the information that we collect about you, to help us to develop a personalised “profile” for you. This helps us to gain a better idea of how you like to interact with us and our services, the sorts of requests you like to make of us and, of course, the sorts of things you don’t like.  The purpose of our building this personalised profile is to enable us to provide the best possible service to you and maximise the chances that we will be able quickly and efficiently to provide you with access to content that is most likely to be relevant and helpful to you.
• We will use profiling methods in relation to your personal data if we consider this is necessary for our legitimate interests as detailed in the table below. If you are not happy about this, in certain circumstances you have the right to object and can find out more about how and when to do this by referring to the section entitled “How can you access, amend or take back the personal data that you have given to us” in the General Privacy Information section of this Privacy Policy.
• As new and better technology becomes more prevalent, some of our profiling activities and our processing activities which use automated systems such as those described above, may amount to Automated Decision Making within the meaning of Article 22 of the GDPR. This means a process of making a decision by automated means with limited, or even no, human intervention in reaching the decision. We will only use automated decision making in relation to your personal data where we consider this is necessary for the completion of pre-contractual steps taken at your request. 
• Please note that in certain of the jurisdictions in which we operate, we comply with additional local law requirements. For more information in relation to your jurisdiction, please click here.

Sharing of data

• We will share your data: (i) primarily to ensure that we provide you with a suitable pool of Candidates; (ii) to provide you with an MSP programme (or assist another organisation to do so); (iii) to provide you with RPO services (or assist another organisation to do so); to (iv) provide you with consultancy and advisory services and/or (v) to provide services to your employees, such as training courses to teaching staff who work for our Clients in the education sector. Unless you specify otherwise, we will share your information with any of our group companies and associated third parties such as our service providers to help us meet these aims. 
• If you would like to see a more detailed list of who we will share your personal data with, please refer to the section entitled “Who do we share your personal data with” in the General Privacy Information section of this Privacy Policy. Please note that in certain of the jurisdictions in which we operate, we comply with additional local law requirements. For more information in relation to your jurisdiction, please click here.

To help us to establish, exercise or defend legal claims

• In more unusual circumstances, we will use your personal data in reliance on the legitimate interests legal basis to help us to establish, exercise or defend legal claims.

This section of the Privacy Policy applies to Suppliers.

Suppliers include partnerships and companies (including sole traders), and atypical workers such as independent contractors and freelance workers, who provide services to Hays. In certain circumstances Hays will sub-contract the services it provides to Clients to third party suppliers who perform services on Hays' behalf. In this context, suppliers that are individual contractors, freelance workers, or employees of suppliers will be treated as Candidates for data protection purposes. Please note that in this context, Hays requires Suppliers to communicate the relevant parts of this Privacy Policy (namely the sections directed at Candidates) to their employees.

This section of the Privacy Policy also applies to other parties with which we have a business or other type of relationship (ranging from investors to charitable organisations).

What kind of personal information do we collect?

We don't collect much data about Suppliers and other third parties with which we conduct a business relationship (e.g. investors) – we simply need to make sure that our relationship runs smoothly. We'll collect the details of contacts within your organisation, such as names, telephone numbers and email addresses. In the case of Suppliers, we'll also collect bank details, so that we can pay you. We may also hold extra information that someone in your organisation has chosen to tell us. In certain circumstances, such as when a Supplier engages with our Finance and Debt Recovery teams, our calls with you may be recorded, depending on the applicable local laws and requirements:

• Key identification and contact information
• About yourself or individual contacts at your organisation, including:
  • Names;
  • Job titles; 
  • Telephone numbers; 
  • Email addresses;
  • Business account bank details;
  • Identification number;
• Information that others provide about you
  • Extra information that our Candidates or Clients may tell us about you, or that we find from other third party sources; and
• Additional information that you choose to tell us
  • Extra information that you or someone in your organisation has chosen to tell us, including when corresponding with us via email or otherwise.  

Please note that the above list of categories of personal data we collect is not exhaustive.

To the extent that you access our website or click through any links in an email or text message from us, we will also collect certain data from you. If you would like more information about this, please refer to the Context-Specific section of this Privacy Policy that applies to Website Users.

How do we collect your personal data?

We collect Supplier and other third party personal data in the following ways:

• Personal data that we receive from you; and
• Personal data that we collect or receive from other sources.

Personal data that we receive directly from you

• We will receive data directly from you in two ways: 
  • Where you contact us proactively, usually by phone or email; and/or 
  • Where we contact you, either by phone or email. 
• The types of information that we receive from you in this way include:
  • Key identification and contact information; and
  • Additional information that you choose to tell us,

as described in the section entitled “What Kind of Personal Information Do We Collect?” above.

Personal data we receive from other sources

• Where appropriate and in accordance with any local laws and requirements, we will seek more information about you or your colleagues from other sources generally by way of due diligence or other market intelligence: 
  • From third party market research and by analysing online and offline media (which we will do ourselves or employ other organisations to do for us); 
  • From delegate lists at relevant events; and
  • From other limited sources and third parties.
• The types of information that we receive about you in this way may include information that others provide about you as described in the section entitled “What Kind of Personal Information Do We Collect?” above.

How do we use your personal data?

• In most cases, we will use your personal data for the purposes below if we deem this to be necessary for our legitimate interests. 
• We will not, as a matter of course, seek your consent when sending marketing messages to a corporate postal or email address.
• In most cases, we will use your personal data for the purposes below if we deem it necessary to do so for our legitimate interests. Article 6(1)(f) of the GDPR says that we can process your data where it “is necessary for the purposes of the legitimate interests pursued by us or by a third party, except where such interests are overridden by the interests or fundamental rights or freedoms of you which require protection of personal data.”
• We don't think that any of the following activities prejudice Suppliers or other third parties in any way. However, you do have the right to object to us processing your personal data on this basis. If you would like to know more about how to do so, please refer to the section entitled “How can you access, amend or take back the personal data that you have given to us” in the General Privacy Information section of this Privacy Policy.
• Please note that in certain of the jurisdictions in which we operate, we comply with additional local law requirements. For more information in relation to your jurisdiction, please click here.

Sharing of data

• Where we have identified you as a Supplier or other third party and unless you specify otherwise, we may share your information with any of our group companies and associated third parties such as our service providers in order to get in touch with you about our services.
• We will generally rely on the same legal bases that we have referred to in the section above. 
• If you would like to see a full list of who we will share your personal data with, please refer to the section entitled “Who do we share your personal data with” in the General Privacy Information section of this Privacy Policy. 
• Please note that in certain of the jurisdictions in which we operate, we comply with additional local law requirements. For more information in relation to your jurisdiction, please click here.

This section of the Privacy Policy applies to People Whose Data we receive from Candidates and Hays' Staff. These may include emergency contacts and referees. We will only contact them in appropriate circumstances.

What kind of personal information do we collect and how do we collect it?

All we need from referees is confirmation of what you already know about our Candidate or prospective member of Staff, so that they can secure that job they really want. Emergency contact details give us somebody to call on in an emergency. To ask for a reference, we'll obviously need the referee's contact details (such as name, email address and telephone number). We'll also need these details if our Candidate or a member of our Staff has put you down as their emergency contact so that we can contact you in the event of an accident or an emergency.

We will collect your date of birth, contact details and potentially some health information if a member of our Staff has put you down as a dependant or any other kind of beneficiary for a benefit connected with their employment or if a member of our Staff exercises certain employment rights. We may also be provided (by inference) with some limited information about your sexual orientation if a member of our Staff identifies you as a spouse or partner when putting you down as a dependant, next of kin or emergency contact:

• Key identification and contact information
  • Name;
  • Age/date of birth;
  • Marital status;
  • Contact details;
  • Use of Staff member' company vehicle;
• Special category information
  • Details of sexual orientation (inferred) and physical or mental health, for example if this is necessary in connection with a beneficiary's entitlement to a benefit connected with their employment or where you disclose this through providing next-of-kin details;
• Information that others provide about you
  • Extra information that your referrer chooses to tell us about you;
  • Extra information that a member of Staff may tell us about you; and
• Additional information that you choose to tell us
  • Any other information that you may provide to us including when corresponding with us via email or otherwise.

    Please note that the above list of categories of personal data we collect is not exhaustive.To the extent that you access our website or click through any links in an email from us, we will also collect certain data from you. If you would like more information about this, please refer to the Context-Specific section of this Privacy Policy that applies to Website Users.

How do we use your personal data?

We will only use the information that our Candidates or Staff give us about you for the following purposes:

• If our Candidates or Staff members put you down on our form as an emergency contact, we'll contact you in the case of an accident or emergency affecting them; 
• If you were put down by a Staff member or Temporary Worker as a next of kin or dependant or any other kind of beneficiary, we will store your personal data to ensure the personnel records of that Staff member or Temporary Worker are correct, and use your personal data where necessary to provide employee benefits and pay remuneration and disclose your data to the relevant benefits provider; or 
• If you were put down by a Candidate or prospective Staff member as a referee, we will contact you to get a reference or give your details to a third party to do this on our behalf. Where you are being asked to give a reference based on their professional experience of a Candidate, and where we think that you may be interested in becoming a Client of ours, we may also use your details to reach out to get in touch in that alternative capacity (subject to any local laws and requirements).

We will use your personal data for these purposes if we deem this to be necessary for our legitimate interests or in accordance with applicable employment law. 

If you are not happy about this, you have the right to object and can find out more about how to do so by referring to the section entitled “How can you access, amend or take back the personal data that you have given to us” in the General Privacy Information section of this Privacy Policy. 

Please note that in certain of the jurisdictions in which we operate, we comply with additional local law requirements. For more information in relation to your jurisdiction, please click here.

Sharing of data

• Unless you specify otherwise, we will share your information with any of our group companies and associated third parties such as our service providers and organisations to whom we provide services. 
• If you would like to see a full list of who we will share your personal data with, please refer to the section entitled “Who do we share your personal data with” in the General Privacy Information section of this Privacy Policy. 
• Please note that in certain of the jurisdictions in which we operate, we comply with additional local law requirements. For more information in relation to your jurisdiction, please click here.

This section of the Privacy Policy applies to Website Users.

Website Users include any individual who accesses any of the Hays websites or any of the Hays mobile applications (apps).

What kind of personal information do we collect?

We collect a limited amount of data from our Website Users which we use to help us to improve your experience when using our website or mobile apps and to help us manage the services we provide. This comprises information such as how you use our website or our mobile apps, the frequency with which you access our website or mobile apps, your browser type, your type of device, the location you view our website from, the language you choose to view it in and the times that our website is most popular. If you contact us via the website or the mobile apps, for example by using the chat function, or when you register for one of our newsletters, webinars or participate in any further offer of our website or mobile apps, we will collect any information that you provide to us, for example your name and contact details:

• Key identification and contact information
  • Names;
  • Telephone numbers;
  • Email addresses;
• Automatically collected information
  • Information relating to your online engagement with material published by Hays;
  • IP address;
  • Extra Usage information that you choose to tell us; including the dates, times and frequency with and location from which you access our services;
  • User choices;
  • User reports;
  • Log and troubleshooting information;
  • Device information when you install, access or use our services;
  • Account access information (e.g. PIN numbers for account verification purposes); and
• Additional information that you choose to tell us
  • Any other information that you may provide to us including when corresponding with us via email or otherwise,

Please note that the above list of categories of personal data we collect is not exhaustive.

How do we collect your personal data?

When you visit our website or mobile apps there is certain information that we will automatically collect, whether or not you decide to use our services namely your IP address, the date and the times and frequency with which you access the website or the mobile apps, the way you browse its content and other technical information. We will also collect data from you when you contact us via the website or the mobile apps, for example by using the chat function or when you register for one of our newsletters, webinars or participate in any further offer of our website or mobile apps.

We collect your data automatically via cookies or similar technology such as tracking pixels and HTML5 Local Storage  in line with the cookie settings that you specify via the “Cookie Preferences” link at either the top or bottom of the website, or the settings in your browser. If you are also a Candidate or a Client of Hays, we will use data from your use of our websites to enhance other aspects of our communications with or service to you. If you would like to find out more about cookies or similar technology, including how we use them and what choices are available to you, please refer to the section entitled “Cookies” in the General Privacy Information section of this Privacy Policy.

The types of information that we collect about you in this way include:

• Key identification and contact information; and
• Automatically collected information,

as described in the section entitled “What Kind of Personal Information Do We Collect?” above.

How do we use your personal data?

We use your data to:

• provide you with the service you registered for or the services you participated in, for example sending you a newsletter or taking part in an online survey;
• protect our Systems from attacks and other illegal activities; and 
• to help us to improve your experience of using our website or our mobile apps, for example by analysing your recent job search criteria to help us to present jobs or Candidates to you that we think you'll be interested in.

We will use your personal data for these purposes if we deem this to be necessary for our legitimate interests. If you are not happy about this, you have the right to object and can find out more about how to do so by referring to the section entitled “How can you access, amend or take back the personal data that you have given to us” in the General Privacy Information section of this Privacy Policy. 

If you would like to find out more about cookies or similar technology, including how we use them and what choices are available to you, please refer to the section entitled “Cookies” in the General Privacy Information section of this Privacy Policy.

Please note that in certain of the jurisdictions in which we operate, we comply with additional local law requirements. For more information in relation to your jurisdiction, please click here.

Sharing of data

• Unless you specify otherwise, we may share your information with any of our group companies and associated third parties such as our service providers in order to get in touch with you about our services.
• We will generally rely on the same legal bases that we have referred to in the section above. 
• If you would like to see a full list of who we will share your personal data with, please refer to the section entitled “Who do we share your personal data with” in the General Privacy Information section of this Privacy Policy. Please note that in certain of the jurisdictions in which we operate, we comply with additional local law requirements. For more information in relation to your jurisdiction, please click here.

This section of the Privacy Policy applies to Staff Alumni. 

Staff Alumni include former members of Staff who have expressed their wish to remain part of Hays' alumni network and to use Hays' alumni portal.

What kind of personal information do we collect?

If you are a former member of Staff and you want to be part of our alumni network and use our alumni portal, we will collect your name, the contact details that you would like us to use and any other information you would like to provide to us for staying in touch with you. We may also retain certain types of data that we held about you relating to your time with us as a member of Staff:

• Key identification and contact information 
  • Name;
  • Age/date of birth;
  • Sex/gender;
  • Photograph;
  • Marital status;
  • Nationality/citizenship/place of birth;
  • Contact details;
• Education and employment information
  • Education details;
  • Employment history; and
• Additional information that you choose to tell us
  • Any other information that you may provide to us including when corresponding with us via email or otherwise.

How do we collect your personal data?

If you are a former member of Staff, we will ask you if you wish to remain part of our alumni network and use our alumni portal just before your departure. If you are interested, we will ask you to provide your name and contact details to us and give you the option to opt into receiving marketing communications that we think will be of interest to you as one of our alumni.

How do we use your personal data?

If you are a former member of Staff and you want to be part of our alumni network and use our alumni portal, we will use your data to engage and stay in touch with you in order to maintain our relationship with you, including by:

• sending you newsletters and reports; 
• inviting you to events; 
• informing you about special vacancies; 
• sending you news about Hays; 
• inviting you to participate in opinion polls; and
• sending you messages on special occasions such as your birthday. 

In most cases, we will use your personal data for the purposes below if we deem it necessary to do so for our legitimate interests. 

Article 6(1)(f) of the GDPR says that we can process your data where it “is necessary for the purposes of the legitimate interests pursued by us or by a third party, except where such interests are overridden by the interests or fundamental rights or freedoms of you which require protection of personal data.” If you are not happy about this, you have the right to object and you can find out more about how to do so by referring to the section entitled “How can you access, amend or take back the personal data that you have given to us” in the General Privacy Information section of this Privacy Policy. 

Please note that in certain of the jurisdictions in which we operate, we comply with additional local law requirements. For more information in relation to your jurisdiction, please click here.

Sharing of data

• Unless you specify otherwise, we will share your information with any of our group companies and associated third parties such as our service providers and organisations to whom we provide services.
• If you would like to see a more detailed list of who we will share your personal data with, please refer to the section entitled “Who do we share your personal data with” in the General Privacy Information section of this Privacy Policy.
• Please note that in certain of the jurisdictions in which we operate, we comply with additional local law requirements. For more information in relation to your jurisdiction, please click here. 

This section of the Privacy Policy applies to Visitors. 

Visitors include individuals who visit our premises but who are not members of our Staff.

What kind of personal information do we collect?

So you're looking for a bit more insight into what data we collect about you? Here's a more detailed look at the sorts of information that we will collect. The information described below is, of course, in addition to any personal data we are required by law to process in any given situation.

Depending on the relevant circumstances and applicable local laws and requirements, we will collect some or all of the information listed below. In some jurisdictions, we are restricted from processing some of the data outlined below. In such cases, we will only process the data in those jurisdictions to the extent and under the circumstances permitted by law:

• Key identification and contact information
  • Name;
  • Age/date of birth;
  • A copy of your driving licence and/or passport/identity card;
  • Vehicle registration number;
  • Email address;
• Education and employment information
  • Current job title/specialism/industry sector;
• Special category information
  • Details of your current health status (e.g. possible COVID-19 symptoms);
  • Temperature checks;
  • Vaccination history (including medical conditions relating to or affecting vaccination);
  • Details of travel arrangements where appropriate; 
• Automatically collected information
  • IP address;
  • MAC address;
  • Device information when you install, access or use our services;
  • Location information (inferred from jobs, IP address, application history or system stored data);
  • Account access information (e.g. PIN numbers for account verification purposes); 
  • CCTV footage;
• Additional information that you choose to tell us in connection with your visit
  • Registration details for facilities and sites; and
  • Purpose of your visit.

Please note that the above list of categories of personal data we collect is not exhaustive.

To the extent that you are visiting our premises as a Candidate, Client, Supplier/other third party or Temporary Worker, please also refer to the relevant Context-Specific section of this Privacy Policy which contains information about how we process your data in each of these scenarios in addition to the processing activities set out in this section.

How do we collect your personal data?

We collect Visitor personal data in the following ways: 

• Personal data that you, the Visitor, give to us; and
• Personal data that we collect automatically.

Personal data you give to us 

Hays needs to know certain information about you in order to provide you with access to its premises. 

Hays will usually collect this information from you upon your arrival at our premises. 
The types of information that receive from you in this way include:

• Key identification and contact information;
• Education and employment information;
• Special category information; and
• Additional information that you choose to tell us,

as described in the section entitled “What Kind of Personal Information Do We Collect?” above.

Personal data we collect automatically

To the extent that you connect to our Wi-Fi services, or are captured on our CCTV systems, where appropriate and in accordance with any local laws and requirements, we will also collect your data automatically (e.g. via website tracking scripts such as cookies or pixels) or through you providing it to us. 

The types of information that collect about you in this way includes the Automatically collected information described in the section entitled “What Kind of Personal Information Do We Collect?” above.

How do we use your personal data?

We generally use Visitor data for Visitor Management purposes.

Visitor Management

• We have listed below various ways in which we will use and process your personal data for this visitor management purposes, where appropriate and in accordance with any local laws and requirements. Please note that this list is not exhaustive. 
• In most cases, we will use your personal data for the purposes below if we deem it necessary to do so for our legitimate interests. Article 6(1)(f) of the GDPR says that we can process your data where it “is necessary for the purposes of the legitimate interests pursued by us or by a third party, except where such interests are overridden by the interests or fundamental rights or freedoms of you which require protection of personal data.”
• We don't think that any of the activities in relation to which we rely on the legitimate interests condition prejudice Visitors in any way. However, you do have the right to object to us processing your personal data on this basis. If you would like to know more about how to do so, please refer to the section entitled “How can you access, amend or take back the personal data that you have given to us” in the General Privacy Information section of this Privacy Policy. 
• We may collect and use your health-related special category data for the purposes below if we deem it necessary to do so for vital or public interests. Article 6(1)(d) of the GDPR says that we can process your data where it “is necessary in order to protect the vital interests of the data subject or of another natural person”. GDPR Recital 46 adds that: “Some types of processing may serve both important grounds of public interest and the vital interests of the data subject as for instance when processing is necessary for humanitarian purposes, including for monitoring epidemics and their spread”. Article 9(2)(i) of the GDPR says that we can process your special category data where it “is necessary for reasons of public interest in the area of public health, such as protecting against serious cross-border threats to health”.
• Please note that in certain of the jurisdictions in which we operate, we comply with additional local law requirements. For more information in relation to your jurisdiction, please click here.

Sharing of data

• Where we have identified you as a Visitor and unless you specify otherwise, we may share your information with any of our group companies and associated third parties such as our service providers in order to get in touch with you about our services.
• We will generally rely on the same legal bases that we have referred to in the section above. 
• If you would like to see a full list of who we will share your personal data with, please refer to the section entitled “Who do we share your personal data with” in the General Privacy Information section of this Privacy Policy. 
• Please note that in certain of the jurisdictions in which we operate, we comply with additional local law requirements. For more information in relation to your jurisdiction, please click here.

In the event that more than one of the Hays entities listed above jointly determines the means and purposes of processing personal data of the types of individuals listed above, the Hays entities will process such personal data as joint controllers.

We adhere to the requirements imposed by the FADP and the GDPR in relation to the establishment of joint controller relationships between Hays entities.

If you wish to exercise your rights under the FADP or GDPR in relation to the processing of your personal data by Hays entities operating on a joint controller basis, please contact us using the channels set out above.

Country-specific legal requirement - Jurisdiction Switzerland

Legal basis and applicable law

When we refer to the GDPR in our Privacy Policy, we also mean the corresponding provision from the Federal Data Protection Act (FADP) in each case.

Disclosure of personal data abroad 

We transfer your data worldwide, should this be necessary for the processing of your data from our point of view. The safeguards we refer to when transferring data outside of Switzerland can be found above in the section "How do we store and transfer data internationally". 

DSARs

If you request information from us about whether personal data about you is being processed (DSAR), you must do so in writing or via the electronic channels we offer. We do not agree to receive your requests verbally (Art. 16 para. 1 DPA).

Consent to cooperation

The candidate acknowledges and accepts,

• that Hays provides its services throughout Switzerland and will therefore pass on his details to all Hays branches in Switzerland; 
• that Hays may verify the references provided by him/her with former employers and other reference providers or have them verified by third parties; 
• that Hays will offer him/her all services in Switzerland, as well as beyond the country's borders, and will help him to find the right project or job. Therefore, Hays will also share his/her data with other Hays group companies in Switzerland and the European Economic Area, as well as with Hays parent company in the UK for the provision of recruitment services; 
• that the personal data collected from him, including sensitive personal data, may be transferred to (a) other group companies and third parties to be processed under their own responsibility for legitimate purposes (e.g. group-wide personnel statistics, employee programmes, compliance, IT operations, directories) and (b) third party service providers to enable the employee to benefit from services co-financed or supported by Hays. These recipients may be located in Switzerland or abroad; 
• that Hays may also process his/her data for the purposes described in this privacy statement beyond the end of the agreement or an successful placement (which significantly increases the chances of finding further employment with Hays).

These consents are independent of each other and are freely given. The candidate may revoke his/her aforementioned consent for data processing at any time for the future by sending Hays an email with his/her revocation to optout@hays.ch.

Marketing, retargeting and market research purposes

Soft-opt-In

As described in the main body of our Privacy Policy, we are entitled to rely on "soft-opt-in" consent in respect of certain marketing messages that we wish to send to you. The conditions that apply to our using of soft-opt-in consent are that: (i) we have obtained your email address in connection with the sale of goods or services; (ii) we use that address only for direct advertising of our own (or substantially similar) services; (iii) you have not objected to this use; and (iv) we clearly advise you, in each such communication, of your right to opt-out.

Opt-In

In all other e-marketing circumstances, we are required to obtain your specific "opt-in" consent and we are required to keep records of such consent having been received. To comply with our obligations under the Act Against Unfair Competition, we undertake what is commonly known as the "double-opt-in" consent procedure, which is where we first ask you to opt-in to receive e-marketing, and we then send you an email asking you to confirm that you have given your consent. We may only add you to our marketing list once we have received this second email confirmation.

Retargeting

When you consented to the transfer of data to our advertising partners we send your data (e.g. your email address, your name, your phone number) in an encrypted and pseudonymised way (so called “hashed”) to our advertising partners (for a list of our advertising partners, see below). They compare this data with the data they already process about you and if they match, the partners enable us to run targeted advertising on those matches or on similar groups of people like you, which means the partners display on their platforms Hays advertising which are specially designed for you or for people like you. After the creation of the matches, your encrypted data is automatically deleted again at our partners. The partners do not gain new addresses as a result of this. We think this is a great benefit for you as you get only those advertising which suits your needs.

Hays group companies & Hays advertising partners 

When we mention Hays group companies in Germany, Austria, Denmark and Switzerland in the context of our advertising consent wording, we mean the following legal entities:

• Hays AG, based in Germany
• Hays Professional Solutions GmbH, based in Germany
• Hays Talent Solutions GmbH, based in Germany
• Emposo GmbH, based in Germany
• Hays Holding GmbH, based in Germany
• Hays Beteiligungs GmbH & Co.KG, based in Germany
• Hays Vorrat 01 GmbH, based in Germany
• Hays (Schweiz) AG, based in Switzerland
• Hays Talent Solutions (Schweiz) GmbH, based in Switzerland
• Hays Österreich GmbH, based in Austria
• Hays Professional Solutions Österreich GmbH, based in Austria
• Hays Specialist Recruitment Denmark A/S, based in Denmark

When we talk about advertising partners in the context of our advertising consent wording, we mean the following partners:

• Facebook Inc, based in the USA, (https://www.facebook.com/about/privacy/update)
• LinkedIn Corporation based in the USA, (https://www.linkedin.com/legal/privacy-policy?trk=homepage-basic_footer-privacy-policy)
• Google Ireland Limited, based in Ireland (https://policies.google.com/privacy)

Transfer outside of Switzerland and the EWR

Where we have asked you for your marketing consent regarding our advertising partners and where those parties are located outside of Switzerland or the European Economic Area, you consent (Art. 6 VI FADP) to a transfer outside of Switzerland and the European Economic Area, and you are aware that there might be a lower level of data protection with these providers/countries than it is the case in Switzerland and the European Economic Area.

There might be in particular a risk that your data may be accessed through authorities for surveillance purposes, even without legal redress procedures. Exercising data protection rights, you know, and you are familiar with under the FADP may be more difficult or even impossible.

Market research purposes

When you consented to the use of your personal data for market research purposes, this means that we will run surveys regarding satisfaction, NetPromoterScore, personnel topics, wishes, offers, socio-demographic characteristics, new platform testing, test groups, UX testing and brand panels.

Hays Processing of Video Recordings

We may from time to time record your question and answer sessions and/or video interviews to support our recruitment services for you and our work in finding opportunities for Clients. The video recordings shall be shared with Clients and viewed via a secure third party platform. Video recordings will be removed from the third party platform once they are no longer needed or if a Candidate requests deletion. Video recordings will be retained by Hays in line with normal Hays’ retention policy.